Anchor
servicemanagement_tracking_warra_5854 servicemanagement_tracking_warra_5854

You can create warranty transactions that allow you to track warranty replacement items by customer. The standard sales transaction can be modified automatically to use different posting accounts for warranty item reimbursements and replacements than are used for new sales.

You have the options to create:

• A warranty quote that can be transferred to an order warranty transaction or transferred directly to an invoice warranty transaction.
• A warranty order that can be transferred to a warranty invoice. If you have transferred the warranty quote to a warranty order, you can then transfer the warranty order to a warranty invoice.
• A warranty invoice (without needing to create a warranty quote or warranty order).

For information on how to set up warranty transaction invoicing, see Setting up warranty transactions through SOP.

...

To create a warranty transaction in the Sales Transaction Entry window, choose the ID that is defined as a warranty transaction type to track a warranty transaction.

1. Choose Transactions > Sales > Sales Transaction Entry.
2. Complete the following fields, as necessary.
   • TypeChoose the type of transaction you are creating: Quote, Order, or Invoice.
   • Type IDChoose the warranty ID that was defined as a warranty transaction.
   • Customer IDChoose the customer who is receiving the replacement item.
   • Customer PO NumberYou can use this field to enter the warranty claim number.
3. After you select the Type ID and customer, the following modifications occur to process the sales transaction as a warranty transaction:
4. The customer entered in the Sales Transaction Entry window who is returning the part will display on the transaction, however once the warranty invoice is posted, the customer entered in the Warranty Parts Setup window can be billed.
5. The tax schedule fills from the Warranty Parts setup window; if no Tax Schedule ID was assigned to the Invoice ID, the tax schedule defaults based on the customer.
6. The Salesperson and Territory that would normally default for a sale are removed when you transfer a warranty quote or a warranty order to a warranty invoice. These fields will be empty if you view the Sales Commission Entry window using the Commissions button for the warranty invoice.
7. The transaction cannot be linked to a service call or job, and the option to do so no longer appears in the Sales User-Defined Fields Entry window (User-Defined button).
8. When you enter the Item Number of the replacement part, you may need to:
9. Change the Unit Price if the amount that will be refunded for the item under warranty is different than its sale price.

Note: If the unit price is zeroed out, the COGS and Inventory will still contain the dollar values and will post with the invoice.

1. Verify the quantity to transfer is correct. Click the Show/Hide button to display the Quantity to Order or Quantity to Invoice. The segments from each of the account masks or account substitutions that you defined in warranty parts setup overwrite the default posting accounts for the line item.Use the Distributions button if you need to manually enter any accounts or view the posting accounts for the line item.

Note: If the account that is created by the mask does not exist, the default account will be used.

...

About warranty accounts

You may choose to use separate accounts for tracking replacement parts and reimbursements. When you have an invoice type defined for warranty transactions, creating a SOP document with that invoice ID automatically modifies the transaction window; if you choose, this can include replacing the default posting accounts with designated "warranty" accounts.

Before completing warranty parts setup, think about what accounts you want to overwrite the default sales, receivables, COGS accounts for each line item. You can choose between account masking, where the main segment of a posting account is overwritten; or account substitution, where an entire account is substituted for the default account.

Account masking

The main segment of each posting account is overwritten, and the resulting accounts are used on the transaction.

Note
If the account that would result from the mask does not already exist, the default account will be used on the transaction. Before you set up account masks, make sure the resulting accounts are set up.

Example: Sales Account: 
000-2110-00
Sales Mask: 300-????-??
Resulting Account: 300-2110-00

When you set up account masks, define only the designated segment; this is the segment of the posting accounts that will be overwritten.

Account substitution

You can also substitute an entire account instead of a segment only. Use the Accounts button on the Warranty Parts Setup window to choose the default account and then choose an existing account to use as a substitute.

Note
The substitution accounts set up in the Accounts window are used for all warranty invoices. If you need to set up substitute accounts for different warranty invoices, you may want to consider using account masking.

Scroll ignore
See also: